Summer Programs FAQ
How does priority registration process work?
All online applications are date and time stamped then processed on a first-come, first-serve basis according to the following priority processing schedule:
Returning Camper Families and Current Potomac School Families (student, faculty and staff) are the only applications processed for enrollment during our “Priority Registration Period” from January 7 – 20. During this period, all other applications will be date and time stamped, but held aside until January 21 when “Open Enrollment” begins. Beginning on January 21, all applications will be processed in the order they were originally received.
Please note that after January 20, an application’s “priority status” does not affect its placement in the queue of processing. A January 21 submission of a “priority application” will not be processed until all “open enrollment” applications received between January 7 and 20 have first been processed.
Priority Processing does not guarantee a spot in any of our programs, as space is limited and awarded on a first-come, first-serve basis. In rare cases, a program may fill before Priority Processing is completed.
Are all of my children considered “Returning Family” priority even if only one of them has attended in the past?
Yes. Please click here to access the online registration Web site.
When do you begin accepting applications?
Online registration will begin on January 7. You will receive a confirmation that we received your application. Acceptance to the program is not guaranteed until you receive a contract in the mail. Please click here to access the online registration Web site.
How do I register?
For your convenience, we have changed to Online registration only. If you do not have access to the internet please feel free to stop by our office and use our registration portal. Other options for internet are your local library or internet café. Please click HERE to register (coming soon).
What kind of payments do you accept?
We accept checks, cash, or money orders.
If I have more than one child who wishes to attend, do I have to fill out separate applications?
Yes. We need a separate application and $85 application fee for each camper because of the signed waivers included in each. The new on-line registration system makes this process much more simple than previously. Please click HERE to register.
Why do you charge the $85 registration fee?
The registration fee helps cover many of the basic services we provide to all families including application processing, enrolling students, and other fundamental steps.
If the program is already full, Summer Programs will return your registration fee to you.
Do you offer refunds?
All registration fees are nonrefundable. Tuition is refunded according to the following schedule:
- Withdrawal on or before April 30th: All tuition except registration fee is refunded.
- Withdrawal after April 30th: No refund.
* in the event that Summer Programs must cancel published offerings or services for insufficient enrollment your full tuition will be refunded. Your registration fee will be refunded if your camper is not enrolled in any other program.
When will my camper receive his/her schedule for Discovery Camp?
Campers will receive their schedules on the first day of camp. If campers are unhappy with their schedule(s), they can change it on the third day of camp, which is called “Change Day.”
Is there an opportunity to visit the campus prior to the first day of camp?
We will have an open house for all registered campers on June 1, 2008 from 1:00pm to 3:00pm. This is a great opportunity to meet the Head Teachers and ask any questions you may have. The buildings will be available for self-guided tours during this time, so bring your camper and show them around!
My child’s next appointment with the pediatrician is not until later in the spring. How do I submit updated immunization records?
We will hold your child’s space if the immunization records are the only items pending their enrollment. The most updated records need to be in our office at least one week prior to the week your child is enrolled. In many cases, the pediatrician’s office can fax them to us directly at 703-883-9031 Attention: Summer Programs
Do you offer Lunch?
Students should bring their own lunch, and a water bottle.
My child has food allergies. How can I be sure he/she will be safe at lunch time?
Please indicate your child’s food allergies on the application form so that faculty and staff are aware of them. If your child’s allergies are airborne or otherwise severe, we can have a separate lunch table. Please be sure to bring any and all emergency medications in the original container prior to the start of the session in a labeled bag with the medication form. Please DO NOT send medication in your child’s bag.
Will my child be grouped with other children from his/her same school?
We do what we can to be sure children have familiar faces in their groups, but encourage students to enjoy the opportunity to meet children their age who attend other schools. If there is a specific individual that your child would like to be grouped with, please indicate this in writing before June 13. We must receive the reques from both families and do not guarantee placement requests. We cannot make last-minute group switches on the first day of the session.
What if a student becomes hurt or injured during the program?
No matter how many precautions are taken, accidents can happen. During both session one and two of camp, we have a Registered Nurse on campus from 8:00 am to 6:00 pm. Additionally, all lead counselors and teachers are trained in CPR and First Aid. Counselors of camp programs that travel off-campus are also trained in the use of Epi-pens and medication administration. All serious injuries or health concerns are directed immediately to the camp nurse. The nurse will triage incidents and arrange for emergency transport, if necessary. Parents or emergency contacts will be contacted as soon as possible using all phone numbers that we have on file.
Can our babysitter pick up my child at the end of the day?
Yes. Please indicate all authorized pick-up persons on the online application. If any of the information changes or someone new will be picking up your child, we will need that information in writing in advance.
Do you offer Financial Aid?
Yes. Please contact the Summer Programs office to receive an application.
Why do you require proof of identity?
This is required by the Commonwealth of Virginia.
What is acceptable for proof of identity?
A certified copy of the birth certificate, birth registration card, notification of birth (hospital, physician or midwife record), passport, copy of the placement agreement or other proof of the child’s identity from a child placing agency, record or report card from a public school in Virginia, or certification by a principal or his designee of a public school in the U.S. that a certified copy of the child’s birth record was presented.
Do you offer any before camp programs?
No.
Can a portion of a camp be prorated?
No, the child must be registered for an entire session of a given camp.
Who are the staff members who work in Summer Programs?
We have a mix of teachers, other professionals, college students, and high school students who work in Summer Programs. Generally, the leader of an activity or a class is a professional, although, occasionally an experienced, mature college student will merit a head position. All Head Teachers meet or exceed Virginia Department of Social Services requirements for lead teachers. Most college and high school students are assistants. The mix of experience and youthful enthusiasm creates a dynamic atmosphere.
What is the ratio of staff to campers?
It varies. In some activities, the ratio can be four students to each staff member. In other activities, it can be as high as ten to one. In all cases, students are well-supervised to ensure maximum safety and fun.
What qualifications do your swim instructors have?
All of the swimming instructors are certified lifeguards. Some have additional instructor certification. There are always lifeguards on duty in addition to the instructors.
TRANSPORTATION FAQs
Do you offer transportation?
Yes. We have a Summer Bus Route Service that offers eleven bus routes in Maryland, DC, and Northern Virginia. We also offer a shuttle service with six convenient drop-off locations close to The Potomac School campus. Our Bus and Shuttle Services run during Session 1 and 2 only. Please click HERE to be directed to our Transportation page. We highly recommend that people look into our bus service. Many bus riders get home before the carpool pick-up is completed.
What is the difference between your Bus Service and Shuttle Service?
Our Bus Service offers stops throughout DC, Maryland, and Virginia. Each bus route has 2 or more designated group stops.
Our Shuttle Service stops are all located close to The Potomac School Campus. All shuttle stops have a 15 minute window to allow time for traffic or other delays.
Is there an extra charge for the bus or shuttle?
No! There is no additional charge.
Is the bus/shuttle service mandatory for campers?
Campers entering grade 3 and higher are required to arrive in the morning by the Summer Bus Service or the Shuttle Service. Walking or Biking is a choice for these students too.
Why is it mandatory for some campers?
The Potomac School and the Everymay Community are working together to reduce traffic on neighborhood streets and in nearby intersections during peak travel time. The buses and shuttles help us reach this common goal.
Is there afternoon transportation service?
Yes. There are PM buses and shuttles at 3:00 p.m. that run to the same stops as the AM. Extended Hours campers must be picked up on-campus by car. Shuttles run only in Session 1 and session 2.
If my child is going into 3rd grade or higher may I drop him or her off on campus?
No, not in the morning. In the morning children entering grade 3 and higher may come to camp one of three ways –
- The Summer Bus Route Service
- The AM Shuttle Service
- Walk or ride their bike.
August programs drop off on campus.
If students are enrolled in PM only classes then they will arrive on campus by car at 12:15.
If my child is age 3 through entering 2nd grade may I drop him or her off on campus?
Yes, on-campus carpool is for our youngest campers (age 3 through entering grade 2). The earliest that they may be dropped off is 8:30.
Can I change my route on a daily basis?
No. For safety reasons, families will use the same shuttle stop each day. Families will preference two shuttle locations on their application and will be assigned one stop on a first come, first served basis.
Do you have any stops near Metro Stations?
Yes. One of our bus routes stops at the Eastern Market metro and the Union Station Metro.
What if I am late in the morning?
If you miss your window or arrive after the start of camp at 9 a.m., you may drop camper off on-campus. Please plan accordingly to arrive at your designated stop before the bus arrives.